Admin Panel: Sales Settings
Overview
The Sales Settings allow you to configure how sales transactions are processed throughout the system. These settings control sales document workflows, customer credit application behavior, email defaults, sales tax preferences, and the default General Ledger accounts used for sales-related transactions.
The settings on this page affect sales-related documents and processes across the company. Depending on the options enabled, they can determine:
- Which sales features and document workflows are available.
- Whether specific information is required when processing sales transactions.
- The default payment terms used on new sales documents.
- How customer credits are handled when creating Sales Invoices.
- Which email addresses are automatically copied on sales documents sent by email.
- Which General Ledger accounts are used for sales-related transactions.
- How sales tax is calculated and applied to customers, products, invoices, and estimates.
How to Access Sales Settings
To configure these options, navigate to:
- Admin Panel → Sales Settings.
- Alternatively, you can navigate to the Sales module → Sales Settings.
Configuration Sections
Sales Documents Settings
The top section allows you to enable specific modules and enforce data entry requirements.
- Use Shipment: Check this box to enable the shipment document workflow.
Attention: This feature cannot be disabled once a shipment document has been created. - Use Consignment: Enables the consignment functionality: ability to record consignment transfers and consignment sales.
For more details about Consignments feature, go to this knowledge base article.
Attention: This feature cannot be disabled once a consignment document has been created. - Require return reason for Sales Returns: Enforces a mandatory field for return reasons on Sales Returns, Credit Memos, and Refunds.
- Enable Dropship for Sales order Items from Vendor: Activates advanced dropship delivery functionality.
Attention: This feature cannot be disabled once a Sales Order containing dropship lines has been created. - Default Payment Term:
Select the default payment term (e.g., Net 30) that will be applied to new sales documents unless otherwise specified.
Apply Credit Default: This setting determines how available customer credits are handled when creating Sales Invoices.
Depending on the option selected, CustomBooks™ can:
- Apply Automatically - Apply all available credit automatically to a linked document on its open balance amount.
- Apply Manually - Choose specific documents to allocate available credit.
- Not Apply - The credit will not be applied.
This setting provides users with control over the default behavior for applying available customer credits to Sales Invoices.
Sales Email Settings
The Sales Email Settings section allows you to specify email addresses that should automatically be included as CC recipients when sales documents are sent by email.
Default CC to Include in Sales Documents: Enter one or more email addresses in this field.
This setting can be used to automatically copy internal team members, departments, or other recipients on outgoing sales documents without requiring users to manually enter the addresses each time.
For example:
accounting@company.com, sales@company.com
Enter multiple email addresses separated by commas.
The configured addresses are used as default CC recipients for sales documents sent through CustomBooks™. This setting is separate from adding a CC recipient manually to an individual document.
Default Accounts
This section maps your sales activities to specific General Ledger accounts. These defaults ensure that financial data flows automatically to the correct accounts in your Chart of Accounts.
You can map accounts for:
- Accounts Receivable: AR Account and Prepayment AR.
- Other Current Assets: Dropship clearing and Inventory shipped not yet invoiced.
- Other Current Liabilities: Tax payable.
- Revenue: Discounts and allowances, Sales, Sales Returns & Refunds, and Shipping Income.
- Cost of Goods/Services Sold: Consignment Fees.
To change a mapped account, click the pencil icon next to the account name.
Sales Tax Settings
The Sales Tax Settings section controls how CustomBooks™ handles sales tax for applicable invoices and estimates.
- Do you charge sales tax?: Select Yes or No to enable or disable sales tax functionality for the company.
Note: You cannot turn off Sales Tax once Sales Tax Rates/Agencies are created in the system. - Calculation Method: Choose how sales tax should be calculated:
- By CustomBooks only – Uses the CustomBooks™ built-in sales tax functionality. Check the Sales Tax Features article to learn more.
- By AvaTax or CustomBooks – Allows sales tax to be calculated through either Avalara AvaTax or CustomBooks™, depending on the configuration. Check the Avalara (AvaTax) article to learn more.
Note: The AvaTax sales tax engine is available only for customers whose reporting currency is U.S. dollars. An Avalara account must also be connected through Admin Panel → Integrations to use AvaTax.
Default settings for catalogs and documents (CustomBooks™ built-in Sales Tax feature):
- Default sales tax: Select the standard sales tax rate that should be used as the default when applicable.
- Default sales tax address: Select the address used as the default origin for sales tax calculations.
- Mark all new customers taxable: When enabled, the Taxable option is automatically selected when creating a new customer.
- Mark all new products taxable: When enabled, the Taxable option is automatically selected when creating a new product or item.
Saving Your Changes
There is no "Save" button on this page. Changes made in the Sales Settings save automatically. Whenever you modify a field, a notification popup will appear in the lower-right corner of the application confirming that your changes were successfully saved.